DEFENSE LOGISTICS AGENCY HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

April 23, 2021

MEMORANDUM FOR SUPPLY DISCREPANCY REPORT (SDR) PROCESS REVIEW 

COMMITTEE (PRC)

SUBJECT: Approved Standards Change (ADC) 1359, Department of Defense (DoD) Supply 

Discrepancy Report (SDR) Response Time Standard Alignment (SDR)

The attached change to DoD Enterprise Business Standards, as outlined in the attachment, is 

approved for implementation.

Addressees may direct questions to, Mr. Ben Breen, e-mail: EBSO.SDR@dla.mil. Others 

must contact their designated PRC representative available at: 

https://www.dla.mil/HQ/InformationOperations/DLMS/allpoc/. 

THOMAS A. DELANEY

Director, Enterprise Business Standard Office

As stated

cc: 

ODASD(Logistics)
Attachment, ADC 1359

Page 1

ADC 1359

DoD SDR Response Time Standard Alignment

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: Technical POC: 

Mr. Ben Breen, Discrepancy/Deficiency Administrator, e-mail: EBSO.SDR@DLA.MIL.

2. REFERENCE: DLM 4000.25, Volume 2, Supply Standards and Procedures, Chapter 17 

Supply Discrepancy Reporting (SDR).

3. APPROVED CHANGE(S): Substantive updates subsequent to staffing are highlighted in 

green.

a. Brief Overview of Change: This change standardizes SDR response timeframes

across the DoD SDR program. 

b. Background: Currently DLM 4000.25 Volume 2, Chapter 17 (Reference 2.) states 

the action activity of the Supply Discrepancy Reporting (SDR) will provide responses at varying 

time standards. To help facilitate improved SDR metrics within the DoD, clearly defined SDR 

response times need to be codified. 

(1) Approved Change in Detail: Standardize current SDR response time 

standards as follows: When referring to number of days in DLM 4000.25, Volume 2, Chapter 

17, SDR, days are expressed in calendar days, not business days.

(a) Document Type W Transhipper with Action Code 3A (frustrated 

shipment SDRs). SDR response time standard is 5 days from date of submission.

(b) DLA Disposition Services SDR response time standard is 50 days.

(c) All unique item tracking (UIT) program items or items classified 

SECRET or above, nuclear weapon related materiel (NWRM) and communication systems. The 

action activity must provide an interim response or acknowledgment within 24 hours indicating 

that the SDR is being giving appropriate attention and will be followed by a comprehensive 

response within 25 calendar days (inclusive of sequential processing by multiple action activities 

when necessary).

(d) Document Type 7 SDRs, 25 days for shipping depot to respond, and if 

forwarded to ICP 25 days for ICP to respond for a total of 50 days. The Army has a unique 

business process which directs the SDR to the inventory control point (ICP) due to system 

limitations in the Logistics Modernization Program (LMP) system. Therefore, the Army total 

processing time for Document Type 7 SDRs is 50 days.

(e) For all other SDRs, 50 days total response time.
Attachment, ADC 1359

Page 2

c. Revisions to Defense Logistics Manuals: Revise DLM 4000.25, Volume 2, Supply 

Standards and Procedures, Chapter 17, Supply Discrepancy Reporting as shown in the 

Enclosure.

d. Approved Transaction Flow: Standard SDR transaction flow applies.

4. REASON FOR CHANGE: Standardizes SDR response timeframes across DoD.

5. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Allows a standard SDR response timeframe and removes unnecessary 

programing logic from DoD SDR systems.

b. Disadvantages: None. 

6. ASSUMPTIONS USED OR WILL BE USED IN THE CHANGE OR NEW 

DEVELOPMENT: None.

7. ADDITIONAL COMMENTS TO CONSIDER: Misrouting of SDRs may extend total 

processing time beyond the authorized timeframes. 

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Components were

requested to provide implementation timeline in their staffing responses and no timelines were 

provided.

9. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: No specific dollar value can be assessed at this 

time nor were any provided by the components.

10. IMPACT: 

a. New/Changes to Data Elements: None identified.

b. Automated Information Systems (AIS): Components will need to update systems 

to calculate the correct SDR response timeframe based upon the revised SDR response time 

standards. Product Deficiency Reporting and Evaluation Program (PDREP), GSA Vision, DLA 

Distribution Standard System (DSS), Army Logistics Modernization Program (LMP), Air Force 

Security Assistance and Cooperation (AFSAC), Air Force Wholesale DO35K, Air Force 

Integrated Logistics System Supply (ILS-S) and DLA Enterprise Business System (EBS). 

c. Defense Automatic Addressing System (DAAS): Update WebSDR to reflect new 

time standards and adjust automated responses accordingly.

d. Non-DLM Publications: N/A.
Attachment, ADC 1359

Page 3

11. PROPOSED DLMS CHANGE (PSC) 1359 RESPONSE/COMMENT RESOLUTION:

Component Response/Comment Disposition

1. DLA Concur with Comment.

Comments:

1. 5 days to resolve discrepancies does not account for 

operations which do not work on holidays or weekends.

DLA wishes to increase to 7 calendar days. 

Resolved as noted.

EBSO Response.

1. Based on discussions 

with ODASD Logistics and 

DLA, DLA concurs to 

keeping the Type W to 5 

days.

1. Navy/PDREP Concur with Comment.

Comments:

The following should be added to PSC 1359 to ensure 

proper process of SDRs:

• How to calculate due date from misrouted/redirected 

SDR’s

• How to calculate due date from Interim Replies (e.g. 

SDRs in litigation)

As noted.

EBSO response:

All current due dates are 

calculated from the date of 

an original submission.

2. Air Force Concur with comments.

Comment:

a. In regard to the previous discussion Air Force is good 

with the change from 5 to 7 days. Just to clarify that will 

be changed to read 7 calendar days, correct?

Official Staffing Comment Response Letter. 

a. Official Comments: There are recommended updates to 

verbiage in nine paragraphs.

b. Recommended resolution: Update verbiage to reflect 

recommend comments. 

As noted. 

EBSO response.

a. ADC will retain standard 

timeframe response for 

Type W SDRs as 5 days. 

b. Also, chapter language 

was updated to clarify 

calendar days instead of 

business days. 

3. US Army Concurs with comments.

Comments:

1. When AMC decides to move forward with the 

implementation of the help ticket to update LMP to accept

incoming 11 replies and change the routing rules for type 

7 SDRs, we can revisit.

2. Document Type 7 SDRs, 25 days for shipping depot to 

respond, and if forwarded to ICP 25 days for ICP to 

respond for a total of 50 days. *For Army document type 

7 SDRs, 50 days to respond when the SDR is routed

directly to the ICP for action.

As noted.

EBSO response.

1.EBSO concurs and will 

continue to work with the 

Army to have LMP updated 

to accept incoming SDR 

reply transactions.

2.Paragraph 4.b.(1).(d) 

addresses this requirement 

for applicable to all type 7 

SDRs.

4. USMC Concur without comment. As noted.

5. DAAS Concur as written. As noted.
Attachment, ADC 1359

Page 4

6. USTRANSCOM N/A N/A

7. GSA None. None noted.

8. ODASD Concur with Comment.

Comment.

While the PSC is an important step toward calculating 

supply discrepancy report (SDR) response time metrics to 

assess performance and drive improvements, there needs 

to be discussion with DLA, the Services and OSD on the 

current time standards, factors that impact the 

Components’ ability to resolve SDRs timely, and steps to 

improve responsiveness and update the time standards 

accordingly. Whether as part of the SDR Implementation 

Team Meetings, or a separate IPT, there should be 

recurring meetings and a schedule that includes estimated 

start and completion dates.

As noted.

EBSO Response.

EBSO and ODASD held 

several meeting sessions 

with all Components to 

address any issues with the 

proposed time standards in 

PSC 1359 during focused 

meetings.
Enclosure 2, ADC 1359

Page 1

Enclosure

Defense Logistics Manual (DLM) 4000.25, Volume 2, Supply Standards and Procedures

Make the following changes to Volume 2. Additions are shown in red bold italics, and deletions 

are shown with double strike-through text. Renumber as needed. 

Chapter 17. Supply Discrepancy Reporting

Preceding text not shown

C17.1.7. Exclusions. The following types of discrepancies are excluded from the 

provisions of this publication:

C17.1.7.1. Discrepancies found while materiel is in storage. Two exceptions 

to this exclusion are: 1) short shipment and wrong item discrepancies discovered upon 

opening a sealed vendor pack may be reported by U.S. Government customers only, 

and 2) materiel in storage in a sealed vendor’s pack that is later discovered to have 

been shipped with discrepancies relating to item unique identification (IUID) (serial 

number or unique item identification (UII)). These may be reported as SDRs and are 

not subject to submission timeframes standards specified in this chapter. Refer to 

IUID discrepancies below. 

Intervening text not shown

C17.3.11.2. Submitter Responsibility (including Security 

Assistance customers). When the action activity does not respond to an SDR within the 

prescribed timeframe standards specified in this chapter, the submitting activity must 

provide an SDR follow-up. Follow-ups must be directed to the last identified action 

activity when the original SDR was forwarded by the original recipient. Cite the SDR 

report number of the original report. For transactional exchange, include the WebSDRassigned control number when known. Follow-up transactions should include all data 

that was in the previous SDR submission. POC information for the follow-up and the 

follow-up date are required. A narrative entry is required to provide clarification for the 

follow-up. The submitter or DoD WebSDR must forward the follow-up to the current 

action activity when SDR history indicates a or updated action activity has been 

identified (such as based upon prior Reply Code 504 or a 300-series reply code)

Intervening text not shown

C17.3.12.1.2.1.1. Interim Replies. Interim replies may be used to 

inform the submitter that an SDR has been forwarded to another organization for 

investigation or resolution. Responsible activities must provide an interim reply where a 

final reply cannot be provided within the established timeframes standards as 

specified in this chapter. Failure to meet the established timeframes standards must 

be caused by reasons outside the control of the ICP/IMM. Such interim replies will 

identify any other action activities involved and, when feasible, indicate when additional 

status will be provided. Identify the interim disposition/status using the appropriate reply 
Enclosure 2, ADC 1359

Page 2

code. Interim reply codes in the 300 or 500 series are typically used to designate an 

interim reply involving forwarding to another organization (Appendix 7.28). The storage 

activity will provide an interim reply when recommending credit be provided by the

source of supply based upon a validated discrepancy. For this purpose, the storage 

activity will cite Reply Code 525 and forward the SDR using the applicable 300-series 

applicable to the source of supply for processing of MILSBILLS financial adjustments 

under Volume 4, Chapter 4. When the storage activity forwards an SDR to the source 

of supply for action using a 300-series interim reply code, the SDR transaction must be 

formatted to identify the source of supply RIC as the action activity. WebSDR will 

provide notification of forwarding action to the SDR initiator. This “forwarding” process 

and associated format will allow the reply transaction, including the initial responder’s 

reply remarks, to be transmitted to the new action activity. WebSDR will recognize the 

new action activity for reports and Web responder role access. If no coding exists to 

specifically identify the reasons for the delay, select Reply Code 137 and provide a 

clear-text explanation.

Intervening text not shown

C17.3.12.1.2.1.5. Item Manager Forwarding to Defense Contract 

Management Agency (DCMA). SDRs may only be forwarded to DCMA for action when 

the contract indicates that DCMA is responsible for inspection or acceptance. SDRs 

lacking this evidence of the discrepancy will make it difficult for DCMA to support a 

claim of vendor noncompliance. Therefore, if the SDR submitter did not provide 

evidential matter substantiating the discrepancy at time of creation, the item manager 

will reply to the SDR submitter and request additional information using Reply Code 

104. The item manager will annotate in SDR remarks requesting photographs or 

documentation supporting the discrepancy reported. DLA Distribution Centers will reply 

to the request for evidence of the discrepancy using a Status Update with Reply Code 

321. Customers (or others lacking status update functionality) must provide an SDR 

Correction in response to the request. SDR submitters my upload attachments via SDR 

if their SDR system does not provide attachment functionality. DCMA is required to 

reply to SDRs forward for action (Reply Code 501) within 25 days. If DCMA is unable to 

conclude their investigation within 25 days, DCMA will generate an interim response 

(e.g., citing Reply Code 503 or 515) indicating the expected timeframe for closure.

Intervening text not shown

C17.3.12.1.2.4. Denials. SDRs not meeting the reporting criteria 

or timeframes standards specified in this chapter or not including sufficient justification, 

may be considered for information only, or denied, as appropriate. DoD ICP/IMM action 

activities are encouraged to accept late submissions lacking justification for trend 

analysis/corrective action; with associated financial credit provided at the discretion of 

the action activity. The responsible activity will use the SDR response and cite the 

appropriate disposition/status (reply) code. 

Intervening text not shown
Enclosure 2, ADC 1359

Page 3

C17.3.13. Time Standards

C17.3.13.1. Submitting SDRs and SDR Responses. This section provides 

standard timeframes standards for submission of SDRs and SDR responses. When 

referring to number of days in this chapter, days are expressed in calendar days, 

not business days.

C17.3.13.1.1 Timeframes Standards for SDR Submission by NonSecurity Assistance Customers. An SDR will be submitted by receiving activities and/or 

transshipment activities as soon as possible, but not later than the time standards listed 

below. SDRs not meeting the reporting criteria or timeframes standards specified in 

this guidance chapter that do not present sufficient justification will be processed for 

information only. Routine time standards, special rules, and exceptions are:

Intervening text not shown

C17.3.13.2. Time Standards for SDR Response. Responsible action 

activities will reply to all SDRs received within the following time standards. Interim 

responses will be provided when extenuating circumstances necessitate additional 

processing time as authorized in this chapter. Refer to Table C17.T3. When 

referring to number of days in this chapter, days are expressed in calendar days, 

not business days. 

Table C17.T3. SDR Response Time Standards.

1

Type of Time Standard Number of Days

Standard Response: (Includes DLA Disposition Services) 50 Days

Exceptions to Standard Response Times

Document Type Code W Transshipper SDR with Action Code 3A 

(frustrated shipment SDRs)

5 Days

Document Type Code 7 Customer SDRs, Shipping Depot Response 25 Days

When forwarded to ICP for 

additional response add 25 

days for a total of 50 days)

All UIT Program Items

Items Classified SECRET or above,

Nuclear Weapon Related Materiel (NWRM)

Communications Systems

24 hours, initial interim 

response, or 

acknowledgement.

25 Days, final

Note 1: SDR Response Time Standards are based upon the original submission date.

Note 2: Misrouting of SDRs may extend total processing time beyond the authorized response time 

standard.

Note 3: Army total processing time for Document Type 7 SDRs is 50 days

1 Refer to ADC 1359.
Enclosure 2, ADC 1359

Page 4

C17.3.13.2.1. Discrepant materiel classified SECRET or above, or 

nuclear weapon related materiel (NWRM) (shortage/overage/wrong item/mismatched 

IUID/misdirected): The action activity must respond to the discrepancy report within 24 

hours and must take appropriate corrective actions to preclude additional recurrences of 

the discrepancy. When the discrepancy requires further research for resolution, the 

action activity must provide an interim response within 24 hours indicating that the SDR 

is being giving appropriate attention and will be followed by a comprehensive response 

within 15 business days (inclusive of sequential processing by multiple action activities 

when necessary). All UIT Program items, or items classified SECRET or above, 

nuclear weapon related materiel (NWRM) and communication systems. The 

action activity must provide an interim response or acknowledgment within 24 

hours indicating that the SDR is being giving appropriate attention and will be 

followed by a comprehensive response within 25 calendar days (inclusive of 

sequential processing by multiple action activities when necessary).

Intervening text not shown

C17.3.13.2.5. SDRs for materiel identified in Supply Condition Code 

(SCC) K, Suspended (Returns): Action activities will coordinate with the receiving 

depot, as needed, and provide a SDR reply within 50 days directing reclassification 

within the MILSTRAP time standard.

C17.3.13.2.6. Distribution centers will respond to SDRs submitted 

directly to the shipping activity within 25 calendar days. Responses from distribution 

centers may be confirmed or superseded/corrected by a later response when 

Component business rules require sequential processing by the source of supply and 

the finance center.

C17.3.13.2.7. ICP/IMMs will respond to SDRs submitted directly to the 

source of supply within 50 calendar days. Where sequential process by distribution 

center and ICP/IMM are required, total processing time will not exceed 50 calendar 

days.

C17.3.13.2.85. Action activities receiving SDRs inappropriately will 

make every effort to forward to the correct action activity within 5 calendar days. 

Customers should be aware that misrouting of SDRs may extend total processing time 

beyond the authorized 50 calendar day processing time.

C17.3.13.2.9. Turn-in activities receiving SDRs from DLA Disposition 

Services for turn-in of partial weapons lacking the required list of missing parts or a 

signed statement certifying that the weapons have missing parts will respond to the 

SDR within 25 days. DLA Disposition Services will attempt to contact the turn-in activity 

off-line, but there will be no SDR follow-up.
Enclosure 2, ADC 1359

Page 5

C17.3.13.2.10. DCMA will respond to SDRs forwarded for action within 

25 calendar days.2

Intervening text not shown

C17.3.11. Follow-Up on Original SDR

C17.3.11.1. Table C17.T34. identifies the SDR Follow-up Time Standards. 

The time standards are displayed in calendar daysunless specified.

Table C17.T34. SDR Follow-up Time Standards

(Table content not shown)

Intervening text not shown

C17.3.19.12. The DLMS SDR transaction supports various data fields that 

may include special characters (e.g. SDR remarks text). WebSDR will reject/fail to 

process transactions containing special characters that are unacceptable/ reserved for 

use as XML parsers. Table C17.T45. defines allowable and unacceptable special 

characters. Any characters not specifically identified in these lists should not be used.3

Table C17.T45. Special Characters

(Table content not shown)

2 Refer to ADC 1181A. 3 See ADC 1127, Enclosure 1